[Fields] Workflow Fields
Overview
Workflows define how instances move between statuses within the platform.
Configuration follows two levels:
Platform Workflow: defines the structure (statuses and transitions)
Workflow Field (Concept level): applies the workflow and configures rights and conditions
Platform Workflow
A platform workflow defines:
The list of statuses
The transitions between those statuses
It is reusable and not restricted to a single concept. Platform workflows are configured in Settings → Workflows.
At this level:
No rights
No filters
Only structural logic
Applying a Workflow to a Concept
To use a workflow within a concept:
Create a field of type Workflow
Select the desired platform workflow
New instances automatically receive the first status of the workflow (unless the workflow field is added after the creation of the instance).
The workflow field can be displayed:
In the header
In a section
As a standard field in the layout
Concept-level configuration
Once the workflow is applied to a concept via a field, additional logic can be configured.
Transitions
Filters
Filters define when a transition is available.
Example: Submit only if Name is filled
If conditions are not met: the button is disabled
Rights
Transitions can be restricted by roles or groups.
If rights are not met, the transition button is hidden.
Status filters
A status can be made conditionally accessible.
Example: Needs Approval only if Production Date is filled.
If a status is inaccessible, transitions targeting this status are not displayed (hidden, not disabled).
Override workflow
If transitions exist:
Direct status override (changing the workflow value directly instead of using a transition) requires specific permission (Override workflow capability).
If no transitions exist:
Direct modification is allowed to prevent blocking even without specific permission
Advanced Configuration
Multiple Workflows per concept
A concept can contain multiple workflow fields. Each workflow field:
References a platform workflow
Has its own independent value
Main vs Fields Values
A workflow field can also be applied to specific fields, and those field values can be displayed via layout display options.
When a workflow field is applied to specific fields, the main workflow controls their values:
Changing the main workflow also updates workflow field values.
Changing a field workflow value does not update the main workflow value.